Minutes from the November 29, 2016 regular board meeting

TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS

MINUTES REGULAR MONTHLY BOARD AUDIT MEETING

TUESDAY, NOVEMBER 29, 2016

 

After the Clerk led the Pledge of Allegiance to the Flag at 7:00 P.M., and in the absence of Supervisor Gary W. Thomas the following action was taken:

A MOTION by Brian Fengel and a second by Jim Bailey to appoint Trustee William J. Gerdes to act as the Chairman of this meeting. The motion passed unanimously with all ayes.

The Meeting was then called to order by acting Chairman William J. Gerdes.

 

Board Members Present for Roll Call:

Clerk Kelsey Archer, Trustees: William J. Gerdes, Sandra E. Fruge, James E. Bailey and Brian B. Fengel.

The Chairman announced a quorum was present. Supervisor Gary W. Thomas was excused.

The Road Commissioner Dennis Beckman and the Tax Assessor Alice Dailey attended this meeting.

There were no visitors. There were no corrections or additions to the agenda.

 

APROVE MINUTES of Previous Meetings:

Prior to tonight’s meeting, copies of Minutes from the Regular Monthly Meeting held on Thursday, October 27, 2016 were distributed to Board Members for their review.

MOTION to accept the Minutes as presented made by Brian Fengel; second Sandy Fruge.

The Motion passed unanimously with all ayes.

AUDIT CURRENT EXPENDITURES, Investments, Transfer of Funds, Budget Line Item Transfers:

1. MOTION to accept for payment all Town Fund Invoices as presented to the Board on the Disbursement Summary November 29, 2016.

Motion Jim Bailey; second Sandy Fruge. The motion passed with all ayes on a roll call vote.

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2. MOTION to PREAPPROVE reimbursement to the Tax Assessor from TOWN FUND prior to our next meeting which is December 29, 2016 for expenses recently incurred and submitted, which missed our payment deadline for the November 29, 2016 Board Audit Disbursement.

These expenses are Pre-registration fees for mandatory training which were paid with her personal credit card. One class is March 20 ~ 24, 2017 in Bloomington Normal cost is $ 680.00.

One class is August 7 ~ 11, 2017 in East Peoria cost is $ 340.00.

An additional amount: Reimbursement is for 65.7 miles in October & November $ 32.85

And the cost of a Peoria County Tax Assessor’s Lunch Meeting on October 26, 2016 $ 15.00

Total reimbursement to be paid to Alice Dailey $1,067.85

Motion Jim Bailey; second Brian Fengel. The motion passed with all ayes on a roll call vote.

3. MOTION to accept for payment all General Assistance Expenses as presented to the Board on the Disbursement Summary November 29, 2016

Motion Jim Bailey; second Sandy Fruge. The motion passed with all ayes on a roll call vote.

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4. MOTION to approve cashing the General Assistance Certificate of Deposit at its maturity date December 16, 2016 with a maturity value of $71,334.69.

This amount shall be deposited into the General Assistance Fund Checking Account @ Better Banks in Bartonville, Ilinois. A decision will be made in the next few months regarding re-investing a portion of this fund in another Certificate of Deposit when current and future expenses may be more firmly established.

Motion Sandy Fruge; second Brian Fengel. The motion passed with all ayes on a roll call vote.

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5. MOTION to accept for payment all Road & Bridge Fund Invoices as presented to the Board on the Disbursement Summary November 29, 2016.

Motion Sandy Fruge; second Brian Fengel. The motion passed with all ayes on a roll call vote.

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6. MOTION to accept for payment the Equipment & Building Fund Invoice as presented to the Board on the Disbursement Summary November 29, 2016.

Motion Jim Bailey; second Brian Fengel. The motion passed with all ayes on a roll call vote.

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7. MOTION to accept for payment the Joint Bridge Fund Invoices as presented to the Board on the Disbursement Summary November 29, 2016.

Motion Sandy Fruge; second Bill Gerdes. The motion passed with all ayes on a roll call vote.

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TOWN BUILDING, GROUNDS & EQUIPMENT:

Our IBM correcting SELECTRIC III - typewriter has quit working; it is possible that we will have to purchase a replacement if this typewriter cannot be repaired.

See MOTION # 1. in New Business later in the meeting.

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COMMUNICATIONS & Correspondence:

1. “Reminder” Peoria County Township Officials Association ~ PCTOA Annual Holiday Dinner: Sunday, December 4, 2016 at the Itoo Society Hall – 4909 W. Farmington Road. Tickets were distributed to: 2-Bailey 2-Beckman 2-Dailey 2-Fengel 2-Fruge 1-Gerdes.

As required, all ticket recipients submitted $10.00 per person (out of pocket) to reimburse the Town Fund.

2. Heyl Royster’s Governmental Practice is presenting another free seminar ~

New Laws Impacting Your Local Government: What Resolutions Must You Keep in 2017?

This complimentary Seminar to be held on Wednesday, December 7, 2016

Registration begins at 8:00 A.M. - Seminar 8:30 A.M. - 10:30 A.M.

@ the Heyl Royster Learning Center, 300 Hamilton Blvd. Peoria, Il.

Breakfast will be provided.

RSVP no later than Thursday, Dec. 1, 2016 --- SPACE IS LIMITED.

To register for the seminar go to WWW.HEYLROYSTER.COM/SEMINAR

or call (309) 676-0400 ext 1402 in Peoria.

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TOWN BUSINESS ~ re: CONSOLIDATED ELECTION - APRIL 4, 2017

As required, the Township Board published notices of Caucus’ to be held on December 6, 2016 in Hollis Township prior to the deadline of November 26, 2016.

Notices of Caucus’ for the Democratic & Republican Parties in Hollis Township were published in the Glasford Gazette on November 17 & in the Limestone Independent News on November 16.

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CLERK BUSINESS :

December 12 through 19, 2016 - Consolidated Election Candidate filing with the Township Clerk:

(not more than 113 days & not less than 106 days prior to the consolidated election.)

Petition filing period for nominating petitions of new political party, nonpartisan, and independent candidates as well as CERTIFICATES OF NOMINATION FOR ESTABLISHED PARTY CAUCUS CANDIDATES with a Statement of Candidacy, Loyalty Oath (optional) and a RECEIPT (from the Peoria County Clerk ) for filing A Statement of Economic Interests for each candidate.

December 27, 2016 - OBJECTIONS: Last day to file objections to nominating petitions of new political party, nonpartisan and independent candidates as well as objections to CERTIFICATES OF NOMINATION FOR ESTABLISHED PARTY CAUCUS CANDIDATES.

January 26, 2017 - BALLOT PLACEMENT LOTTERY: Last day for the Township Clerk (local election official) to conduct a lottery for the established party placement on the ballot when said parties nominate by caucus. BALLOT CERTIFICATION (must be 68 days before consolidated election)

A date will be established by our Town Clerk for this BALLOT PLACEMENT LOTTERY.

January 26, 2017 - also LAST DAY TO FILE BALLOT PLACEMENT DOCUMENT WITH THE PEORIA COUNTY ELECTION COMMISSION.

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Clerk Kelsey Archer will file with the Peoria County Clerk, the Approved Town and Road District Levies for the year 2016 which are being finalized at this meeting.

The documents will be filed with the Peoria County Clerk no later than December 20, 2016 to avoid the Holiday schedule the last two weeks in December.

ROAD BUSINESS ~ Highway Commissioner:

1. The Road Crew has installed the salt spreaders on equipment. Hollis Road District has received its first load of salt from Compass Minerals America, which appears on this month’s Board Audit Report.

2. The Road District has purchased an Asphalt Hot Patcher from Galva Road Equipment - $22,000. The invoice was dated October 21, 2016; however, due to an incorrect address, the invoice was not received by our office until the second week in November. The invoice has now been paid with this Board Audit 11-29-16 and is an expense from Equipment & Building Fund.

3. The Road Commissioner obtained a cost estimate from Hohulin Fence Company regarding gates for the Township maintenance area @ $6,000 per gate and noting power would have to be run to gates; solar does not work for this purpose .

4. Illinois Environmental Protection Agency sent a document dated November 7, 2016 ~

Hollis Township has received a Waiver Approval – ILR400068 – NPDES Phase II Storm Water Program for Municipal Separate Storm Sewer Systems. ( This waiver expires Sept. 1, 2020.)

A copy of this verification of waiver shall be attached to these Minutes.

5. The Peoria County Highway Department Motor Fuel Tax Report for Hollis Township /

Dated November 1 thru November 17, 2016 shows Hollis Township balance as of October 31, 2016 as a negative $ 210.72 – after the September allotment of $2,664.22 and the October allotment of $3,085.38 was applied to reduce our negative balance for Seal coating earlier in the year.

6. Report on information obtained at the November Conference in Springfield: Dennis Beckman commented that the Risk Assessment discussion was very eye opening and realized that Hollis Township Road District can do better with safety issues in the future.

TRUSTEES/ Information / Business:

1. Trustee Gerdes thought the November Conference offered great information and handouts.

2. Trustee Bailey presented a “sample Ordinance” sent from Township Officials of Illinois regarding Public Act 99-004 the Local Government Travel Expense control Act approved earlier this year requires all units of local government, including townships to adopt an Ordinance by January 1, 2017 to regulate the reimbursement of all travel, meal and lodging expenses of their elected officials and employees.

More information will be presented at our December 29, 2016 Regular Monthly Meeting.

TAX ASSESSOR’S OFFICE / Information:

Alice Dailey has pre-registered for mandatory training classes in 2017 as noted previously in our meeting in Approval of expenses.

Alice has received a substantial number of telephone calls regarding increased property taxes. She has been able to help some property owners; however, most property owners are first directed to get an appraisal and submit it for a comparison to Peoria County’s current assessed value.

While attending a “Mapping Class” Alice noticed that the boundaries for the Village of Mapleton are incorrect in the area of some commercial businesses in Mapleton. Hollis Township and Hollis Road District will likely lose tax dollars when corrections are made and boundaries are expanded for the Village of Mapleton.

OLD UNFINISHED BUSINESS:

1. Motion to adopt the Hollis Township Tax Levy in the amount of $ 62,258.00

for the Tax Year 2016, collectable in the year 2017, in the form shown below:

~ HOLLIS TOWNSHIP TAX LEVY ORDINANCE NO. 2016 - 10 ~

Town Fund Tax Levy $ 62,144.00 General Assistance Fund Tax Levy $ 114.00

Motion Sandy Fruge; second Brian Fengel. The motion passed with all ayes on a roll call vote.

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2. Motion to adopt the Hollis Township Road District Tax Levy in the amount of $ 150,455.00 for the Tax Year 2016, collectable in the year 2017, in the form shown below:

~ ROAD DISTRICT TAX LEVY ORDINANCE NO. 2016 - 11 ~

Road & Bridge Fund Tax Levy $ 99,301.00

Joint Bridge Fund Tax Levy $ 30,091.00 ~ Equipment & Building Fund Tax Levy $21,063.00

Motion Jim Bailey; second Bill Gerdes. The motion passed with all ayes on a roll call vote.

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3. Motion to adopt the Hollis Road District CONSENT FOR TAX LEVY INCREASE in the amount of $ 23,400.00 for the Tax Year 2016, collectable in 2017, authorizing the Road Commissioner to levy an additional 4% of the Road & Bridge Fund Levy, for a total of 16 ½ %, in the form indicated below:

~ ROAD DISTRICT CONSENT FOR TAX LEVY INCREASE ~

ORDINANCE NO. 2016 - 12

 

Motion Jim Bailey; second Sandy Fruge. The motion passed with all ayes on a roll call vote.

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NEW BUSINESS:

1. MOTION to approve the expenditure to repair or replace our IBM SELECTRIC III typewriter.

Motion Brian Fengel; second Jim Bailey. The motion passed with all ayes on a roll call vote.

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2. MOTION to approve 5 – cash gifts (to be issued by check from Town Fund) in the amount of $50.00 each as our ANNUAL HOLIDAY REMEMBRANCE

for the following Hollis Township Employees:

Dennis Ahrens, Tal Beckman, Stuart Parks, Richard Ringwald & Joleen Bailey

Motion Brian Fengel; second Sandy Fruge. The motion passed with 3 ayes on a roll call vote; Jim Bailey abstaining.

3. MOTION to adjourn made by Jim Bailey; second Sandy Fruge. The motion passed unanimously. Meeting adjourned at 8:21 P.M.

Respectfully submitted,

Kelsey A. Archer, Town Clerk

Author: 
Kelsey A. Archer